Offsite Records Storage, Retrieval and Destruction Management Services

The Vendor is required to provide offsite records storage, retrieval and destruction management services for the division.
- Provide comprehensive records storage, management, and destruction services in a secure, compliant, and efficient manner.
- Must have a storage facility within a 50-mile radius of the County located.
- Services includes the transportation, storage, retrieval, tracking, and authorized destruction of physical records across multiple departments.
- After the initial transfer of documents to the new location, if applicable, work will be provided on an as-needed and as called-for basis.
- Transportation of Records:
•    The contractor shall be responsible for securely handling and transporting physical cartons while in transit.
•    Provide standard delivery schedule services and coordinate delivery based on departments' schedule.
•    Provide emergency pickup services as requested.
•    Provide email confirmation to agency staff for all cartons picked up and email confirmation that all picked up cartons arrived at the contractor's storage facility.
•    Provide trackable bar code labels for each container listing all contents.
•    Provide a detailed workflow for chain-of-custody of all files/boxes/containers handled by the contractor.
•    Provide barcode labels adhered to every box and container to reduce data entry errors and validate accuracy of contents.
•    Provide and utilize hand-held scanners for every transaction, with corresponding date and time stamps for audit purposes and customer notifications during each step of the entire process.
- Storage facility:
•    Be located and operated within a 50 mile radius of location. Location must be approved by agency for easy accessibility.
•    Maintain a level of protection consistent with industry standards and must meet all applicable and current requirements of the national fire protection association.
•    Climate controlled and able to store microfiche and other media type items (such as video, and cassettes) that require the appropriate climate to prevent any type of damage.
•    Equipped with an intrusion alarm system that is monitored twenty-four (24) hours per day, including weekends and holidays.
•    Adequate storage capacity to meet both the current and future needs of agency.
•    Responsible for all the contents stored in any of its storage facilities.
•    Provide a written disaster and recovery plan for catastrophic occurrences including, but not limited to, earthquakes, floods, fires, tornados, etc. Contractor is responsible for all recovery costs associated with any catastrophic occurrence(s), including, but not limited to, earthquakes, fires, tornados, damage, or theft.
•    Adequate and secure loading and unloading areas.
•    Floors shall support at least 300 pounds per square foot and shall be at or above ground level to assure dry storage. Walls surrounding the record storage area shall be four-hour fire resistant. Roofs shall be of noncombustible construction and leak proof. Appropriate redundant systems must ensure continuous operation. Vendor shall provide proof of semi-annual treatment and/or inspection for rodent and insect protection
•    Facility layouts shall provide for the security and easy access of agency records.
•    Security shall include but not limited to heat, smoke, extinguishing and intrusion systems.
•    Vector and pest control should be conducted at a minimum of every three (3) months.
- Retrieval:
•    Retrieval services to all requesting agency departments and provide delivery to any authorized agency staff. Request for retrieval of records is to be provided only to authorize agency staff. Contractor shall provide a receipt of all transactions.
•    Provide a unique order numbering system for each order placed and notify requesting department within twenty-four (24) hours if unable to complete the retrieval request within the required time frame.
•    Emergency retrievals with delivery shall be available twenty-four (24) hours a day, seven (7) days per week, within three (3) hours of the request. After-hours emergency retrievals are to be made by contacting the contractor’s facility directly.
•    Delivery manifest will clearly identify all aspects of the order including but not limited to order number, name of person who placed order, contact person if different then person who placed order and box/file number/name
•    Standard retrieval requests received by the contractor before 10:00 am shall be delivered by 5:00 pm the same day or if received by 3:00 pm shall be delivered by noon the next business day.